Essential productivity apps
There are thousands of productivity apps out there to help you do things, but which ones are essential? To help you choose, I’d like to introduce the ones I’ve chosen.
Tick Tick
A to-do list app that’s available on all platforms. It can be accessed online and it packs a lot of features.
This is the best way of keeping track of everything you have to do.
You can quickly add new tasks, make notes and integrate calendar items. You can then customise it, with options to create folders and task lists. The inclusion of advanced features such as habit tracking, an Eisenhower Matrix and Pomodoro focus take it all to another level.
There are two big reasons I recommend this app. Firstly, the sheer range of features allow you to set it up exactly how you need it. Secondly, and more importantly, it’s available everywhere. That makes a big difference.
Tick Tick is free, but you’ll get the best out of it with an annual subscription. It also provides cloud syncing across all devices and platforms.
Three easy things you can do with Tick Tick:
Keep track of everything you need to do
Access it everywhere
Set it up exactly how you need it
While this is a great app, if you just use Apple devices you may want to take a look at Things as an alternative. You’ll soon see how this app is designed for them and it really feels right. The option to divide your tasks on-screen within their areas makes a difference and there are some helpful widgets available.
Craft
A note-taking and document management app that could quickly become your ‘second brain’. It’s available on Apple devices, Windows and online.
Among everything it offers, it will be the word processor you’ve always wanted.
It’s all about the formatting options for me. You can easily move things around, arrange your information exactly as you need it and link documents together. AI is also an option.
I use Craft to capture and manage my information. It could replace a lot of your apps if you use it right. From making notes, capturing and collecting links to storing documents, there’s a lot here to help you.
Everything is synced on the cloud and you can quickly export to plain text or Markdown to make backups. On an Apple device, you can also create handy widgets to help you capture information while you’re working.
There’s a generous free service with subscription options available if you need more. It’s also part of the Setapp package, where you get a standard subscription. I’ll explain more about that at the end of this post.
Three easy things you can do with Craft:
Easily capture and arrange your information
Make it your ‘second brain’
Create great documents
If you need more, or want something that’s better for content management, collaboration and storage I’d take a look at Notion. It’s similar, so more advanced users would probably want to evaluate both of these to see what suits them.
Trello
An amazing productivity tool that’s available everywhere. It’s even better if you need to work with other people.
The best way to describe Trello is that it’s like a virtual pin board that gives you so many ways to keep track of everything.
You can create multiple boards with individual lists and cards to go on them. You’ll be blown away by all the options and integrations, with services like Slack, as there’s so much you can do with it.
Even if you’re not using it as your main organiser, you’re sure to find a use for it. One of the ways I use Trello is to keep track of everything I have stored in the attic.
I create a card with the box name and then list everything inside it. If I need something, I just use the search option and I’m immediately advised where it is. This saves me so much time and effort when I need to quickly find something. Family members can also join this board and use it.
It’s a lot more effective if you’re working on something with others. You can even assign tasks to specific people.
This is all within the free plan that includes cloud syncing across devices and platforms. It’s fine for most people and small teams but if you need more, you can upgrade to a paid plan with pro features.
Three easy things you can do with Trello:
Quickly get yourself organised
Work with other people
Store important files and information
I can’t recommend Trello enough. I’ve been using it for years and I haven’t found anything that comes close.
MindNode
The perfect brainstorming app. It’s available on all your Apple devices and syncs via iCloud.
It’s the perfect way to organise your thoughts.
You’ll quickly get to grips with this one. You just start off with an idea and keep expanding. MindNode gives you plenty of display and formatting options that are easy to use.
You can also make notes and set reminders. It’s really down to you to work out what works for you.
I love the layout and it’s just so easy and intuitive to use. It just looks fantastic and I’m really at home with it.
While there is a basic free version, I think most people would benefit from the annual subscription. For me, it’s a great investment and I can’t recommend it enough. It’s also part of the Setapp package.
I would definitely try this one. Just dive in and see where your ideas take you.
Three easy things you can do with MindNode:
Quickly develop an idea
Add links, images and reminders
Set it up exactly the way you want to see it
If you want an alternative, or you’re not using an Apple device, I’d take a look at iThoughts. I used it for many years before switching to this, and I have to say it was a difficult decision to leave it behind.
Bear
There are a lot of services competing to be your note-taking app and replace the free one on your Apple device. I’ve gone through a few of these, so I’ll explain why I’m suggesting Bear.
It makes it easy to capture information on-the go and quickly access it again when you’re in a rush.
So the big question, why pay for Bear when there are free alternatives? For me, it’s all about quality and ease of use. It can also be free if that suits you, but your subscription unlocks iCloud syncing, themes and encryption. It’s also pretty cheap.
One of the key advantages is that your deleted notes don’t disappear after a set time. They stay with you. This makes it easy to go back to something you suddenly find you urgently need again.
The most important thing for me though is the layout and design. It’s just so straightforward and easy to use. Despite other apps, like Tick Tick and Craft, offering the ability to make notes, A lot of people will prefer something that’s simple, specific and easy. I’ll let you decide if that’s you.
Bear works on all your Apple devices and it also supports the Apple Pencil. As I’ve said, it looks great and I’m sure you’ll love using it. You can also add a Safari extension to quickly save clips from websites.
Three easy things you can do with Bear:
Install apps on all your Apple devices
Quickly record your thoughts in a form that suits you
Use Your Apple Pencil to make notes and sketches
If you need something that works everywhere, Evernote could be an option. That said, the price of a subscription is very close to more advanced alternatives like Craft and Notion.
Ulysses
An app for writers. It’s available on all your Apple devices and syncs via iCloud. This is really significant when you look at some of the alternatives.
This is an app for anyone who needs more than a word processor.
Ulysses is designed for people who create and compile multiple documents. It’s also built around editing and markup.
You can quickly arrange your work into projects and folders. This makes things so much easier. I now use Ulysses for all my writing and it makes a difference.
I can set up all my documents exactly where I need them. Documents can also be broken down into separate sections that can be quickly re-arranged.
Until recently, I was using Scrivener for all my writing. While this is a great app, it was just too much for me. Although I would definitely use it for a big project like writing a book, I’ve found Ulysses a lot better for content creation.
Another huge advantage is that it syncs via iCloud, which Scrivener can’t do. This saves me buying seperate mobile apps and having to subscribe to other services like Dropbox if I want to use it on my iPhone and iPad. Ulysses is also a lot more ‘Apple like’.
Just don’t make the mistake of thinking you need to be an author to use this app. It can help anyone who needs to write. It’s also part of the Setapp package.
Three easy things you can do with Ulysses:
Manage all your documents in one place
Access it on all your Apple devices
Easily edit and export your work
As I’ve said, if you need something serious I would look at Scrivener. It’s also available on Windows.
It’s down to you now to explore these. I hope this has been helpful and that at least one of these apps can change the way you work.
This post will receive regular updates, as these services are evolving all the time.
Please keep checking back and always check anything important with the developer or app store before making a purchase. I think it also helps to point out that I’m not referring to the Apple Watch, Apple TV or now Vision Pro when I reference Apple devices.
Just to be clear, I don’t take part in affiliate schemes and don’t benefit in any way from suggesting these apps. I recommend them because I honestly think they’re amazing and I know they can help you.
The Setapp service I’ve mentioned is a subscription service that gives you access to an impressive collection of Mac apps. For more on this, take a look at my post, Essential digital services >